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Kentucky State University
Board of Regents Meeting
External Relations and Development Committee
April 26, 2013
Regent Charles Whitehead, Chairperson
Regent David Guarnieri
Regent Ronald Banks
Regent Phyllis Williams
Mr. Hindred McDuffie, Staff
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KENTUCKY STATE UNIVERSITY Regular Meeting of the External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky
INDEX
D1 Action Item: External Relations and Development Committee 5 Meeting Minutes – October 26, 2012 D2 Action Item: External Relations and Development Committee 8 Meeting Minutes – January 25, 2013 D3 Executive Summary Report 11 D4 Reports: Executive Contributions / Alumni Relations 13 D5 Reports: Information Technology 16 Auxiliary Enterprises Capital Planning, Construction and Facility Operations D6 Report: Communications 23 D7 Action Item: Board Rate Increase 27
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External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room - Academic Services Building Frankfort, Kentucky
Call to Order
Roll Call
Opening Remarks
Action Items: Approval of Minutes
- October 26, 2012 Meeting Regent Charles Whitehead
January 25, 2013 Meeting
Executive Summary Report
Endowment Management Report Hinfred McDuffie
Regent Charles Whitehead, Chairperson
Hinfred McDuffie, Executive Vice President for Administration
Regent Charles Whitehead
Regent Charles Whitehead
Hinfred McDuffie
Action Item:
Approval of Board Rate Increase
Discussion
Adjournment
Regent Charles Whitehead
Regent Charles Whitehead
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Agenda Item Background
D1
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:October 26, 2012 Committee Minutes
Reason for Consideration:ApprovalEnclosures: Yes
Background:
The minutes of the External Relations and Development Committee meeting of October 26, 2012, require approval in order to become an official part of the committee's records.
Recommendation:
That the External Relations and Development Committee approve the minutes of the October 26, 2012, meeting.
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room - Academic Services Building Frankfort, Kentucky
October 26, 2012 MINUTES
Regent Charles Whitehead called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 11:58 a.m. on Friday, October 26, 2012. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:
Regent Ron Banks, present Regent David Guarnieri, present Regent Charles Whitehead, present Regent Phyllis Williams, absent
Three of the four regents were present. A quorum was established.
Action:
The minutes of the July 27, 2012, External Relations and Development Committee meeting were approved.
Presentations:
Mr. McDuffie introduced the Division of External Relations and Development staff for area reports as follows:
The Communications report was presented by Ms. Felicia Lewis, Assistant Vice President for Communications and Publications.
The Auxiliary Enterprises report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprises.
Mr. Hayes explained that due to a decrease in enrollment for the fall semester, budgeted numbers for revenues in both student housing and dining services are down for this year. Regent Guarnieri asked if the university is able to offset the decrease by cutting and managing expenses. Mr. McDuffie responded that the university had adjusted the budget as soon as it was determined that the numbers would be down. Auxiliary Enterprises continues to monitor the budget per transaction and expects revenues to remain profitable in both areas.
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The Information Technology report was presented by Mr. Edward Fields, Director of Information Technology.
The Capital Planning, Construction and Facility Operations report was presented by Mr. Jack McNear, Associate Vice President for Capital Planning, Construction and Facility Operations.
The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts. He distributed Capital Campaign packets of information to board members.
The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.
The meeting was adjourned at 12:25 p.m. by Regent Whitehead.
Submitted by: Approved by:
Mr. Hinfred McDuffie, Executive Vice President External Relations and Development for Administration Regent Charles Whitehead, Chairperson External Relations and Development Committee
Regent Charles Whitehead, Chairperson External Relations and Development Committee
Approved with no corrections
_____ Approved with corrections
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External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky Agenda Item Background
D2
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:January 25, 2013 Committee Minutes
Reason for Consideration:ApprovalEnclosures: Yes
Background:
The minutes of the External Relations and Development Committee meeting of January 25, 2013, require approval in order to become an official part of the committee's records.
Recommendation:
That the External Relations and Development Committee approve the minutes of the January 25, 2013, meeting.
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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External Relations and Development Committee Board of Regents April 26, 2013 9:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky
January 25, 2013 MINUTES
Regent Karen Bearden called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 9:06 a.m. on Friday, January 25, 2013, in the absence of committee Chair Charles Whitehead. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:
Regent Ronald Banks, present Regent David Guarnieri, present Regent Charles Whitehead, absent Regent Phyllis Williams, absent
Two of the four regents were present. A quorum was not established.
Presentations:
Mr. McDuffie introduced the Division of External Relations and Development staff for area reports as follows:
The Communications report was presented by Ms. Felicia Lewis, Assistant Vice President for Communications and Publications.
The Auxiliary Enterprises report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprises.
Mr. Hayes explained that due to a decrease in enrollment for the fall semester, budgeted numbers for revenues in both student housing and dining services were down by approximately 14 percent. Regent Bearden asked for further explanation. Mr. McDuffie responded that housing and dining services have a direct correlation to enrollment and that the university generally experiences some revenue reduction in the spring due to student attrition.
The Capital Planning, Construction and Facility Operations report was presented by Mr. Jack McNear, Associate Vice President for Capital Planning, Construction and Facility Operations.
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The Information Technology report was presented by Mr. Edward Fields, Director of Information Technology.
The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts.
The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.
The meeting was adjourned at 10:06 a.m. by Regent Bearden.
Submitted by:
Approved by:
Mr. Hinfred McDuffie, Executive Vice President External Relations and Development for Administration Regent Charles Whitehead, Chairperson External Relations and Development Committee
Regent Charles Whitehead, Chairperson External Relations and Development Committee
Approved with no corrections
Approved with corrections
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Agenda Item Background
D3
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Executive Report
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation:
Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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Kentucky State University Division of External Relations and Development
April 26, 2013
EXECUTIVE SUMMARY
During the period of July 1, 2012, through March 31, 2013, Kentucky State University received contributions in the amount of $1,390,140 from 455 contributors – alumni, employees, other individuals, corporations, foundations and organizations. Scholarships received the largest portion of the donations in the amount of $1,194,998. The amount received for the Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University is $4,688,870.
The Office of Alumni Relations processed the following memberships through the third quarter of the fiscal year: 585 annual/associate, 356 complimentary to new graduates, 299 life and 44 subscribing life for a total of 1,284 KSU National Alumni Association financial members. The K-Club has 45 members. There were mass mailings to alumni for the following purposes: Permanent Alumni Scholarship Fund solicitation (1,272 packages), Homecoming (8,612), K-Club (1,228), Classes in Reunion (4,020) and miscellaneous mailings (5,157). A total of 9,612 electronic communications have been sent. The alumni association currently has 24 affiliate chapters.
Information Technology has completed the following computer upgrades: faculty PCs to laptops (142 units), laptops in residence halls for student checkout (49 units), student computer labs (256 units), administrative computers (27 units) and SMART classrooms (51 classrooms). IT also has closed 92.2 percent of its service calls.
Auxiliary Enterprises reports that housing occupancy was at 71 percent with 732 students at the end of March.
Capital Planning, Construction and Facility Operations had 25 major projects in progress or pending, of which 19 projects were completed. The department also had 2,172 work orders (an average of 56 per week), with 91 percent completed through the third quarter.
The university was covered in 610 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $6,121,832. The university also was covered in 85 television news stories reaching a Nielsen audience of 1,642,611 for a total ad equivalency of $26,347 or total publicity value of $79,038. There were 132 messages posted on KSU's electronic message board.
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Agenda Item Background
D4
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Executive Contribution and Alumni Relations Report
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation:
Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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Kentucky State University Division of Administration, External Relations and Development Office of Development
Contributions Report FY 2013 – Third Quarter July 1, 2012 through March 31, 2013
Donor DesignationTotal Dollars Raised July 1, 2011 - March 31, 2012Total Dollars Raised July 1, 2012 - March 31, 2013
Unrestricted$36,731.05$92,632.60
Scholarships$256,403.93$1,194,998.29
Other$192,952.19$102,509.21
TOTAL$486,087.17$1,390,140.10
Annual Giving Total Dollars Raised Comparison Graph
July 1, 2011 - March 31, 2012 to July 1, 2012 - March 31, 2013
Capital Campaign Giving
Constituency TypeTotal Dollars Raised July 1, 2010 – March 31, 2013Total Participation July 1, 2012 – March 31, 2013
Alumni494,277.85937
Corporations2,562,885.00465
Employees144,875.90323
Foundations836,937.7079
Organizations506,474.19251
Other Individuals143,419.59293
Total4,688,870.232,348
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National Alumni Association Membership
K Club Membership National Alumni Assoc. Chapter Revitalization
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Agenda Item Background
D5
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Information Technology, Auxiliary Enterprise & Capital Planning Reports
Reason for Consideration:InformationEnclosures: Yes
Background:
Recommendation:
Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky
DEPARTMENT OF INFORMATION TECHNOLOGY
Significant Projects Completed
Upgrade Faculty PCs with Laptops (142 Units)
Upgrade Laptops in Residence Halls for Student Checkout (49 Units)
Carver Hall Auditorium Room 115 - Upgraded Presentation Capability Bradford Hall Auditorium - Installed Rear Projection Screen with HD Projector and Mounted Controls
Bradford Hall Seminar Room - Installed HD Projection and Controls
Young Hall Center for Excellence - Smartboard with Complete Sound System
Upgrade Student Computer Labs
AreaNumber of Units Updated
School of Business Lab41
Education Lab27
Behavioral and Social Science Lab10
Athletics10
Student Center Lab50
AWA Lab18
Carver Math & Science Lab22
Carver Classroom 11625
English Lab25
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AWA House6
Bradford Music Lab10
Music Practice Rooms12
Administrative Upgrades
AreaNumber of Units Updated
Admissions Laptops6
Admissions Desktops4
Registrar Laptops3
Registrar Desktops3
Advising Laptops3
Advising Desktops1
Residence Life Laptops3
Residence Life Desktops4
Upgrade Classrooms to “Smart” Classrooms
AreaNumber of ClassroomsNumber of SMART Classrooms
Bradford Hall77
Carver Hall1616
Exum60
Hathaway Hall3228
Service CallsFY 2013
# of Service Calls1924
# Of Closed Calls1774
%Complete92.20%
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Kentucky State University Auxiliary Enterprises Report July 2012 – March 2013
As of March 31, 2013, Auxiliary Enterprises has recorded revenues of:
AreaPrior Year YTDCurrent Year YTDVariance
Food Services3,004,0002,527,000(477,000)
Housing3,271,0002,957,000(314,000)
Bookstore88,000112,00024,000
Facility Usage44,00014,000(30,000)
Laundry26,00033,0007,000
Vending2,0001,000(1,000)
- Food Services and Housing revenues were down due to the decrease in the number of students occupying campus housing. Housing occupancy as of March 2013 was at 71 percent with 732 students compared to 879 students in March 2012.
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Kentucky State University Division of External Relations and Development
April 26, 2013
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Capital Planning, Construction and Facility Operations April 26, 2013
ID Project Name Duration Start Finish 2012 2013 2014 2015
Jul Sep Nov Jan Mar May Jul Sept Nov Jan Mar
1 Russell Court Interior Renovation 760 days 03/01/13 03/31/15
2 Alumni Stadium Office Building Roof Replacement 2013 91 days 03/01/13 05/31/13
3 Jordan Warehouse Roof Replacement 2013 91 days 03/01/13 05/31/13
4 Russell Court Roof Replacement 2013 91 days 03/01/13 05/31/13
5 Betty White Additional Parking 303 days 08/01/12 05/31/13
6 New Parking Lot by McCullin 242 days 10/01/12 05/31/13
7 New Women's Softball Field at Jones Field 91 days 06/01/13 08/31/13
8 Bradford Hall Little Theater Renovation to Large Seminar Classroom 91 days 07/01/13 09/30/13
9 Cheaney Memorial Plaza 153 days 05/01/13 10/31/13
10 Pedestrian Bridge over US 60 274 days 04/01/13 12/31/13
11 Feasibility of Constructing a Centralized Mail Hub In Student Center Basement 136 days 04/01/13 08/15/13
12 Refurbish Exum Gym Basketball Court 40 days 03/07/13 04/16/13
Projects
In Progress25
On Hold6
Total31
Completed since July 1, 201219
Canceled2
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Agenda Item Background
D6
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Communications Report
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation:
Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky
KSU Media Coverage July 2012 - March 2013
NEWSPAPER COVERAGE IN KENTUCKY
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BLICATIONS AND MARKETING PUBLICATIONS (artwork and printed materials)
Development/Alumni Printed Materials – Materials produced for 20 campaigns / events
Printed materials produced for university events – 72
Communication pieces – 24
President's Report to the Board – 3
Good News Newsletter for CPE – 3
O Hoofbeats - 3
Onward & Upward - 1
From The President - 1
Program/Departmental Newsletters & Brochures – 13
Marketing and advertisement pieces produced – 52
Artwork and materials produced for university events & programs – 53
Designs for general university operations – 28
Business cards produced – 41
ELECTRONIC COMMUNICATIONS
Electronic message board postings – 132 messages: 103 KSU messages / 29 community messages
Press Releases – 48
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Agenda Item Background
D7
To:Board of Regents External Relations and Development CommitteeDate: April 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Board Rate Increase
Reason for Consideration:ApprovalEnclosures: Yes
Background:
Recommendation:
That the External Relations and Development Committee approve the Board Rate Increase.
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:April 26, 2013
Effective Date:April 26, 2013
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Board Rate Trend Analysis
FYFYFYFYFYFYFYFY
Resident Meal Rates20062007200820092010201120122013
Semester Board Rate$1,514$1,520$1,520$1,576$1,620$1,620$1,620$1,620
Proposed Board Rate Increase
Resident Meal Rates Percentage
FY 2014 $ 1,675 Change 3.4%
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